IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J. KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-6221 

October 10, 2012 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 1026, 

Optional WebSDR Acknowledgment to Submitting System Providing WebSDRAssigned Control Number (Supply/SDR) 

The attached change to DLM 4000.25, Defense Logistics Management System (DLMS), is 

approved for implementation. The near-term approach will be implemented no later than 

December 10, 2012. The long-term approach is targeted for late 2013. 

Addressees may direct questions to Ellen Hile1i, DLA Logistics Management Standards 

Office DOD SDR System Administrator, 703-767-0676; DSN 427-0676; e-mail: 

ellen.hilert@dla.mil. Others must contact their Component designated Supply PRC representative 

or SDR Subcommittee representative. 

Attachment 

As stated 

cc: 

ODASD(SCI) 

SDR Subcommittee 

_(l~~ Director 

DLA Logistics Management 

Standards Office 

Federal Recycling Program G Printed on Recycled Paper 
Attachment, ADC 1026 Page 1

Attachment to ADC 1026

Optional WebSDR Acknowledgment to Submitting System Providing 

WebSDR-Assigned Control Number

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: Department of the 

Air Force, AFPEO/ELS/HGGG, DSN 596-5187; Commercial (334) 416-5187

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Supply

b. Primary/Secondary Functional Process: Supply Chain Visibility and Accountability

3. REFERENCES:

a. DLM 4000.25, Defense Logistics Management System (DLMS), Volume 2, Chapter 17

4. REQUESTED CHANGE:

a. Overview: 

(1) Air Force field customers do not automatically receive the WebSDR Control 

Number for a Supply Discrepancy Report (SDR) created and submitted through the Enterprise 

Solution-Supply (ES-S) component of the Integrated Logistics Supply-System (ILS-S). The 

intent of this request is for DOD WebSDR to provide the WebSDR Control Number to ILS-S 

immediately upon receipt and acceptance of an ILS-S-generated SDR. Although not required 

for systemic follow-ups generated from ILS-S, the WebSDR Control Number is very helpful 

when following up with the source of supply or shipping activity via phone or email.

(2) This ADC allows for a near term quick fix and a long-term goal for a more 

appropriate process. In the near term approach, WebSDR will provide an information copy of 

the SDR to the submitting system containing the DOD WebSDR Control Number. In the longterm approach, WebSDR will provide a reply transaction containing the applicable reply code

indicating transaction receipt acknowledgment and the DOD WebSDR Control Number. 

(3) WebSDR design will allow for implementation of this functionality based upon the 

submitting SDR system so that it will be available to any Service/Agency as needed. 

b. Scenario for which the transaction is used: Currently, Air Force field customers are 

encouraged to use ILS-S to automatically create and submit SDRs to WebSDR through the 

DLMS 842A/W (submission) transaction. Misidentified, unsuitable, or damaged property 

receipts at retail supply (base) locations require SDR submission based upon established criteria. 

ILS-S automatically determines the type of receipt processing and automatically creates and 

sends DLMS 842A/W transactions to WebSDR when required. The SDR action activity 

provides disposition instructions to ILS-S through the DLMS 842A/R (reply) transactions. The 

security classification of the item, type of discrepancy, or other factors may delay disposition 
Attachment, ADC 1026 Page 2

instructions via reply transaction and, consequently, visibility of the WebSDR Control Number

within the Air Force SDR system. 

c. Procedures, transactions, data elements, processing details in use today: Air Force 

field users have repeatedly informed ILS-S that delays in receiving WebSDR Control Numbers 

hinder off-line follow-up with action activities in a timely and efficient manner. Currently, Air 

Force field customers submitting SDRs through ILS-S have to wait for action activities to 

respond prior to receiving the WebSDR Control Number. Although the initial follow-up is 

normally system-generated (and does not require inclusion of the WebSDR Control Number), if 

the action activity does not respond, ILS-S does not receive the WebSDR Control Number,

hindering second (manual/offline) and third (Major Command) follow-up actions. Transactions 

in use today include the DLMS 842A/W (submission) and DLMS 842A/R (reply) transactions 

containing the WebSDR Control Number and the ESS Control Number.

d. Approved change in detail: 

(1) Near Term: Modify WebSDR to respond to new SDRs submitted via DLMS 

842A/W (Transaction Set Purpose Code 00) with an information copy (via DLMS 842A/W with 

Transaction Set Purpose Code 22). The submitting system must be capable of accepting an 

information copy of their own SDR to update their record with the WebSDR Control Number. 

This process will be submitting system specific. The information copy of the SDR will include 

all the original data elements plus the WebSDR Control Number. 

(2) Long Term: Modify WebSDR to respond to new SDRs submitted via DLMS 

842A/W (Transaction Set Purpose Code 00) with an SDR reply via DLMS 842A/R (Transaction 

Set Purpose Code 11) containing Reply Code 103, "Discrepancy report receipt 

acknowledgment." WebSDR receipt acknowledgement will be triggered by identification of the 

submitting system to allow selective applicability. The reply transaction will contain the 

WebSDR Control number and all significant information from the original report. The 

transaction will identify the DLA Transaction Services as the responder using Routing Identifier 

Code (RIC)-From SGA. The remarks text will also indicate the reply is from DOD WebSDR 

(vice the action activity) as follows: “Transaction receipt acknowledgement; SDR accepted by 

DOD WebSDR for processing and transmission to the identified action activity.” The POC 

information on the reply transaction will identify the DOD WebSDR help desk at DLA 

Transaction Services. WebSDR must exclude this type of reply from applicability to SDR 

metrics. 

(3) This process will not apply to new SDRs generated by forwarding actions (Reply 

Code 504).

(4) Initial implementation will be for SDRs submitted via ESS. 
Attachment, ADC 1026 Page 3

e. Proposed transaction flow:

f. Alternatives: Multiple methods could accomplish the end goal of providing the 

WebSDR Control Number to ILS-S. Alternative 1 and 2 (near term and long-term approaches as 

approved) as well as the following alternatives were identified.

(1) Alternative 3: The submitting system could include a Party-To-Receive Copy 

(Qualifier PK) DoDAAC in the new SDR submission. This is existing functionality for some

systems. WebSDR responds to the PK by sending an information copy (Transaction Set Purpose 

Code 22) to the DoDAAC identified. ILS-S would use its own DoDAAC for the PK value and 

would receive the information copy for capture of the control number as above.

(2) Alternative 4: WebSDR currently supports a systemic process to retrieve an 

information copy of an existing SDR. This process was originally established for DLA because 

the Inventory Control Point system must have a copy of the original SDR in order to process a 

reply transaction provided by the shipping depot. With this process, the system desiring the 

information copy sends an SDR reply with Reply Code 936, “SDR processing suspended. 

Request DOD WebSDR provides an information copy of the original report.” WebSDR 

responds by providing an information copy (Transaction Set Purpose Code 22) to the submitting 

system.

g. Revision to DLMS Manual. DLM 4000.25, Volume 2, Chapter 17, Supply 

Discrepancy Reporting, requires an update to address the WebSDR procedures, based upon near 

term.

“C17.3.20. Defense Automatic Addressing System (DAAS) SDR Processing

C17.3.20.1. Under DLMS, SDRs shall be integrated with standard logistics transaction 

processing through DAAS. DLMS transaction formats are available in ASC X12 EDI or EDIbased XML. Guidance for transaction content is provided in DLMS Supplements available at 

www.dla.mil/j-6/dlmso/elibrary/transformats/140_997.asp. DoD WebSDR shall perform the 

following actions:
Attachment, ADC 1026 Page 4

C17.3.20.1.1. Pass/route SDR transactions. The following special rules apply:

C17.3.20.1.1.1. Generate and route an information copy of each new 

SDR submission to the submitting system based upon agreement with the submitting 

Service/Agency. This information copy will be used by the submitting system to append the 

WebSDR-assigned control number to the internal system record for the specified SDR. 1

C17.3.20.1.1.2. Generate and route an information copy of each SDR 

reporting packaging discrepancies associated with Air Force-directed shipments to the Air Force 

packaging monitoring office.

(renumber remaining paragraphs)

------------------------

1

 Refer to ADC 1026. Upon full implementation, the information copy will be replaced by an SDR 

reply citing Reply Code 103, Discrepancy Report Receipt Acknowledgment. 

5. REASON FOR CHANGE: ILS-S is not able to accomplish secondary (manual) followup on open SDRs without a WebSDR Control Number. Currently, Air Force field users must 

wait to receive the WebSDR Control Number from the disposition instructions provided by the 

action activity or run a query against WebSDR. Any delay receiving the WebSDR Control 

Number causes serious problems for users submitting follow-ups to the action activity. Today, 

existing procedures force Air Force field users to gain access credentials for WebSDR to 

facilitate WebSDR Control Number determination. Providing the WebSDR Control Number

upon receipt of an ILS-S generated SDR would eliminate users from accessing two different 

systems to expedite management of a single SDR. Numerous Air Force field users have 

provided examples of various action activities refusing follow-up action when the WebSDR 

Control Number is unknown. As more Air Force field users utilize the ILS-S SDR application, 

the greater the demand will be to receive the WebSDR Control Number upon successful creation 

in WebSDR.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: 

(1) The major advantage is that this change provides the ability for Air Force field 

users to create and submit SDRs through a single system and obtain the WebSDR Control 

Number. Another advantage is that this change allows ILS-S to provide more timely and 

efficient follow-up requests for disposition instructions as required. Additionally, this change 

insures Air Force field users have the WebSDR Control Number when a manual follow-up for 

disposition instructions is required. 

(2) Near Term Approach. Creation of the information copy will not affect metrics 

within WebSDR, and the capability to provide information copies based upon specific rules is 

already available. Therefore, this is a relatively simple program update for WebSDR and can be 

implemented quickly.
Attachment, ADC 1026 Page 5

(3) Long-Term Approach. This approach will minimize reprogramming within the 

receiving system.

b. Disadvantages: The long-term approach is complex new logic for WebSDR and 

cannot be implemented quickly due to higher priorities. 

7. ADDITIONAL COMMENTS TO CONSIDER: While the WebSDR Control Number 

can be very helpful for research, the action activity should also be able to research the status of 

an SDR by document number.

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: 

a. The Air Force requests the near-term approach be implemented as an interim measure. 

The SDR System Administrator estimates this process can be implemented within 60 days from 

ADC publication. The Air Force should coordinate with DLA Transaction Services and the SDR 

System Administrator for the exact date.

b. The Air Force requests the long-term approach be implemented as the optimal 

functional process. The SDR System Administrator indicates this change would be considered a 

low priority and would be deferred for future implementation (estimated late 2013).

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Intangible benefit includes eliminating the 

requirement for user to operate between two systems to obtain the WebSDR Control Number.

10. IMPACT: 

a. New DLMS Data Elements: None 

b. Changes to DLMS Data Elements: None

c. DLA Transaction Services: DOD WebSDR programming changes consisting of nearterm and long-term processes.

d. Service/Agency Automated SDR Applications: Based upon Service/Agency request,

implementation of this change be expanded beyond ILS-S. 

e. Non-DLM 4000-series Publications: Internal Component guidance may require 

update.
Enclosure, ADC 1026 Page 1

Enclosure, Comment Resolution

Originator PDC 1026 Concurrence/Comment Response

1. Army Concur Noted.

2. Marine Corps Concur Noted.

3. DLA DLA concurs without comment. No EBS impact 

expected. Defer to Air Force on the alternatives 

they prefer.

Noted.

4. Air Force AF concurs with comments. 

ILS-S plan is to make minor changes to ES-S to 

receive an information copy (Code 22) when 

new SDRs (Code 00) are generated by our users. 

ES-S will retrieve the DoD Control Number off 

of the Code 22 reply which will show WebSDR 

received and accepted the new SDR submission. 

This change will aid our AF users in performing 

follow-up action as necessary until Alternative 1 

is implemented in WebSDR around December 

2013. 

Noted.